Background
Under the general supervision of the UNODC Regional Representative and the direct supervision of the Operations Manager, the Human Resources Assistant is responsible for a full range of activities related to personnel management and the recruitment and appointment of regional personnel in accordance with regulations. UNDP/UNODC personnel rules and regulations.
Duties and Responsibilities
HR assistants work with operations, programs, projects, and other partners to share information and ensure consistent, high-quality service delivery.
HR Assistant provides HR services that ensure high quality, accuracy and consistency of work. HR assistants drive a customer-centric, rules- and regulation-based approach within the enterprise.
Summary of Key Functions
- Implementation of HR strategies
- Implementation of HR services
- Support to knowledge building and knowledge sharing
- Specifically, the incumbent will be responsible as follows:
- Ensures implementation of HR strategies focusing on achievement of the following results:
- Full compliance of HR processes and records with UNDP/UNODC rules, regulations, policies and strategies. Input to the CO Regional Office business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in HR management in consultation with the direct supervisor and office management. Implements HR services focusing on achievement of the following results:
- Obtain background information and Terms of Reference (ToR) from project coordinators or Head of sections in relation to vacant position to be filled and prepare the necessary administrative documentation (post description, request for vacancy announcements or publication, etc.)
- Building Job Opening for international staff in INSPIRA and coordinate recruitment process in close cooperation with UNODC HQ
- Assist in the preliminary screening of candidates according to selection criteria and in the preparation of final evaluation tables. Prepare minutes and reports (Process Verbale) related to the selection committee`s recommendations. Maintaining electronic records and hardcopy files of such documentation for project auditing purposes.
- Assist in the drafting of contracts for local staff and consultants and ensure that they are submitted to UNDP in a timely manner for approval.
- Monitor and maintain your Field Office Human Resources Management (FOHRM) platform to ensure personnel records are up to date.
- Monitor project staff contract status and advise on timely actions required to extend or renew contracts.
- Maintain a separate staffing list that can be used as a monitoring tool for the information contained in the FOHRM and to improve management decision making regarding staffing.
- Assist the finance department in clarifying and reconciling the information contained in UNDP monthly salary EOIV and FOHRM or staff contracts.
- Orientation and induction programs or conferences for newly hired staff (both domestic and international) related to organizational operations, security teams (UNDSS), canteen locating, accommodation locating for foreign staff, etc. plan.
- Employees are fully briefed on the new personnel rules and regulations by both Headquarters and UNDP.
- Document various HR actions (such as resignations, promotions, contract extensions, salary increases) and properly archive HR files by project and individual employee.
- Review the accuracy of performance evaluation reports to ensure proper adherence to procedures.
- Ensure a proper and efficient staff attendance system and a single point of contact for all leave requests.
- A staff movement file can be maintained on a monthly/yearly basis and used to monitor staff movements over a period of time.
- Maintain a record of training delivered during the year and regularly analyze training needs in consultation with the operations manager.
- Act as a liaison between UNDP/Headquarters and ROSEN regarding personnel management
- Conduct exit interviews for departing employees and assist with termination and separation procedures.
- We support knowledge building and knowledge sharing with a focus on achieving the following outcomes:
- Participation in HR-themed training courses for operations/project staff. Contribution to knowledge networks and communities of practice. Complete additional duties assigned by your manager.
Competencies
Core
Innovation
- Ability to implement new and useful ideas
- Level 1: Evaluate your work with a critical eye
Leadership
- Ability to persuade others to follow
Level 1: Takes responsibility for and ensures high quality of own work
- leadership
Ability to improve performance and satisfaction
Level 2: Takes ownership of responsibilities
- communication
Ability to listen, adapt, persuade and transform. Level 2: Understand, explain, and share information concisely and clearly on a given task
Delivery
- Ability to make good decisions and get things done
Stage 1: Achieve team results goals and timelines
Technical/Functional
- Professionalism: Reproducible: Performing work as instructed and demonstrating willingness to develop)
- Plan and Organize: Do and Learn: Efficiently perform defined tasks and increase your knowledge of your work area.
- Teamwork: Reproducible: Performing work as directed and demonstrating willingness to develop further
- Customer Orientation: Reliable Reproduction: Follow instructions and show willingness to develop
Required Skills and Experience
Education
- Supplemented by a secondary education diploma with a special certification in HR, or training in human resources or general administration.
- A university degree in public administration, finance, economics, sociology or political science is preferred but not required.
Experience
- At least 5 years of experience in HR management in a multicultural environment in another large organization with established HR systems, policies and procedures.
- Experience with computer and office software packages (MS Word, Excel, etc.) and experience with web-based management systems.
Languages:
Fluency in each English and French is required.
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